PRE-PRODUCTION & SHOOT CHECKLIST

Designed to be used on every job to help share the responsibility of making shoots more sustainable, this checklist will take you through the AdGreen way of working. The most important thing is to talk to everyone about how they can help share the responsibility - from the agency to the background artists. You'll see that there are lots of links to text which you can copy and paste. These sections will help you spread the word quickly. When you're done, why not share your experience with us to try to inspire others? And if you need inspiration, you can check out our case studies, from those who have been there and done it already.

You can also download a pdf version by clicking here (opens in a new tab).

 

GET SET UP: IN THE OFFICE GREEN REQUESTS & GOALS: THE CALL SHEET
SET THE AGENDA: GREEN CHECKLISTS FOR CREW & HoDs SPREAD THE WORD & GET PREPARED: THE NIGHT BEFORE
ASK THE GREEN QUESTIONS ENCOURAGE & MONITOR: ON SET
REDUCE, REUSE, RECYCLE: HAVE A CHAT SPREAD THE WORD (AGAIN): ON WRAP
TELL THE AGENCY: THE PPM AND FINALLY

GET SET UP: IN THE OFFICE

Start as you mean to go on... More tips like this on the Make Your Office Greener and Go Paperless pages

 Email freelance production staff before they start to let them know this is going to be a greener shoot. If you're a freelancer, talk to the head of production and your production team about how you would like to conduct the shoot
 Start a digital job folder
 Select a casting studio that works with digital headsheets
 Set your computer to default print black & white, double-sided and draft mode
 Use a low-emission cab service (AddLee Eco, Creative, EcoIgo etc)
 Take public transport to meetings and tech recces
 Use UK-based crew
 Make use of trains instead of planes for domestic travel
 Use Skype or Go To for meetings
 Give Oyster cards to visiting directors and crew to save on taxis
 Doing welcome packs? Include useful items rather than throwaway ones - what about a KeepCup or branded water bottle to introduce them to your green agenda?
 Put rubbish and recycling into main bins instead of small desk bins (the contents don't usually get recycled)
 Turn off laptop, lights, printer each night

SET THE AGENDA: GREEN CHECKLISTS FOR CREW & HoDs

Engaging the crew as early as possible in your greener shoot is key. You might even want to draw attention to these points whilst bidding, in case you need to add any art department costs associated with rehoming or sustainably disposing of sets. Handily we've created a checklist for your crew members and HoDs, which you can read through here. Direct them to this checklist by using the following intro plus the links below - or the points can be copied and pasted into an email.

We are working with AdGreen (a sustainability initiative supported by the APA), and trying to act more sustainably during this production. This is a green deal memo: a list of things we’d like you to incorporate into your prep, and on set. Please pass these measures on to the rest of your team. There will be more info in the call sheet email too, so keep an eye out for it! Find out more about AdGreen on the website http://www.adgreen-apa.net, and you can find us on Twitter, Instagram and Facebook using @AdGreenAPA.

 Things everyone can do
 Location dept
 Art dept
 DoP & Electrical dept
 Camera team & DIT
 Costume dept
 Make-Up & Hair
 Food Styling
 AD dept & Runners
 Sound dept

ASK THE GREEN QUESTIONS

The next step is talking to suppliers. Again we've written a list of questions, which you can read through here. Direct them to these by using the following intro plus the links below - or the points can be copied and pasted into an email.

We are working with AdGreen (a sustainability initiative supported by the APA), and trying to act more sustainably during this production. We have a few things to go through with you… Find out more about AdGreen on the website http://www.adgreen-apa.net, and you can find us on Twitter, Instagram and Facebook using @AdGreenAPA.

 Studio
 Caterer (including hot boxes, studio catering and location catering)

REDUCE, REUSE, RECYCLE: HAVE A CHAT

Once your crew and HoDs have had some time to digest their green checklist items, have a chat about the following things, as relevant to your shoot:

 Re-homing for prop/costume makes/buys, and any not previously discussed costs
 Ditto with any surplus food
 Whether any low energy lighting could be used
 Whether you can have a poly-free shoot (in terms of catering but also lighting) - you can always hire Get Set Hire’s noticeboard for the AD dept’s boards and schedules
 How on set recycling will be set up and managed on location or at the studio - have a look at our recommended companies here. If using location's own waste/recycling facilities, have this is written into the contract
 Reusing and recycling items like croc clips, gels, poly, Ram Board, batteries and Nespresso pods - you can use our signage to help spread the word on the shoot day
 Drinking water/water cooler availability... you can always hire tabletop coolers - more about hiring them here
 Whether you need to add any Ram Board, table top water coolers, pop up bins, black bags, clear bags, noticeboards or jugs + glasses to your location hire order

To support these points, you can check out our rehoming ideas for art dept, costume, food and more, and our low energy lighting guide.

TELL THE AGENCY: THE PPM

This is a great opportunity to let the agency know what you're up to. Many agencies are aware of AdGreen, and chances are their client will have a sustainability policy too. Find out whether you need their permission in rehoming items, and let them know how you'll be conducting the shoot, in terms of recycling and water…

 You don't need a PPM book printed, you're happy to annotate a digital copy
 Minimal printing of storyboards etc so they should view digitally on set if possible
 Bring a reusable coffee cup/mug and metal/plastic bottle to help cut down on waste - remind them to bring their KeepCup if you gave them one in a welcome pack!
 What will be happening to any prop/costume makes or buys, and surplus food
 Why not ask them to add a page in the PPM book with notes about everything you're trying to achieve during the production?

GREEN REQUESTS & GOALS: THE CALL SHEET

Another opportunity to communicate to everyone who will be coming on set. Add a logo and the green info to the location section of your call sheet to set out what you would like people to do, and what you hope to achieve - click on the links to copy and paste:

 Green info into your call sheet
 Logo for your call sheet

SPREAD THE WORD & GET PREPARED: THE NIGHT BEFORE

The more you can remind people, the more successful the sustainability measures will be - forewarned is forearmed!

 Copy the call sheet green info to the email body and send to agency, crew, cast and background artists, to remind about recycling, cups, mugs etc
 Remind them again when you call with call times and location details
 Email the runners to remind them about helping with recycling, naming bottles etc
 Check your location manager has (laminated) signs, bags, bins etc ready to go - if not, point them here for signs
 Print minimal double-sided call sheets, scripts, storyboards, schedules (just A3's if possible)
 Print A3 copies of the call sheet, storyboards and schedule for pinning up
 Print a few schedules for key HoDs if they can't view via tablets on the go
 Make sure you've kitted your production bag with these items to help you on set
 Pack your reusable coffee cup/mug and metal/plastic bottle

ENCOURAGE & MONITOR: ON SET

Hopefully by the time the shoot is underway, everyone is fully aware of what’s happening on set as they’ve seen their checklist items, call sheet etc. However you might need to remind people occasionally…

 Check the recycling has been set up properly first thing and that people are being encouraged to do it properly - keep an eye out for solo black bags and missing signs
 Brief runners to ensure they're aware of what you'd like them to keep an eye on, and ask them  to set up buckets to collect Nespresso pods and croc clips if necessary
 Encourage cup and bottle re-use with your signage - remind people to name bottles and cups, and refill them from the cooler/5 litre bottles/on set drinking water
 Make sure relevant departments are aware of arrangements for rehoming food, props and costumes - now is the last chance to organise anything
 Make sure the lighting department is aware that you would like croc clips and any usage gel offcuts and poly sheets (if you have them) sent back
 Don't forget to take pics of anything that's worth sharing and send them to us!

SPREAD THE WORD (AGAIN): ON WRAP

Telling everyone involved how the green measures went will encourage them to spread the word about what was achieved, and wrapping up digitally will encourage digital systems to be adopted. More info on going paperless here

 Thank everyone - tell them about any achievements: Were no individual call sheets printed? How many bags of waste did you divert from landfill?
 Ask for invoices digitally, rather than in the post - from both crew and suppliers
 If on location, email the waste collector to ask for the waste transfer note (WTN) - the production company is legally responsible for the transfer and disposal of waste from the shoot, and the WTN must be kept on file for 2 years (sometimes waste transfer companies issued statement of these annually)
 Use scrap paper for sticking down receipts
 Annotate received invoices digitally using Preview/similar to accounts
 Send job files and invoices digitally i.e. via Dropbox
 Consider offsetting the carbon expended on your shoot with Carbon Aware Productions, for a very small fee

 

AND FINALLY

Help us make this more commonplace by spreading the word about your greener shoot, and about AdGreen's resources!

 Like us on Facebook, Twitter and Instagram
 Have your company Facebook, Twitter and Instagram pages like and follow us too
 Post about your shoot on any of the above, tagging us in using @AdGreenAPA
 Subscribe to the latest news and sign up for the newsletter
 Tell your production friends about the resources available to help them make their next shoot greener
 Help us write a case study for your shoot - 3 or 4 green points and a few pics is all it takes to help inspire others to be greener on their shoots